Optimizing Cross-validation Rules in General Ledger. Helene Abrams CEO eprentise

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1 Optimizing Cross-validation Rules in General Ledger Helene Abrams CEO eprentise

Webinar Mechanics Open and close your panel. View, select, and test your audio. Submit text questions. Raise your hand. Q&A addressed at the end of the session.

2 Webinar Mechanics Open and close your panel. View, select, and test your audio. Submit text questions. Raise your hand. Q&A addressed at the end of the session. Answers will be posted within two weeks on our new LinkedIn Group, EBS Answers: /about Everyone will receive an within 24 hours with a link to view a recorded version of today s session. Polling questions will be presented during the session. If you want CPE credit for this webinar, you must answer all of the polling questions. 2

3 Learning Objectives After completion of this program you will be able to: Objective 1: List the steps required to set up new cross-validation rules in General Ledger. Objective 2: Explain why using logical ranges in your chart of accounts value sets helps to minimize cross-validation rule maintenance. Objective 3: Describe how data segmentation at the chart of accounts segment level is important to optimizing cross-validation rules. Objective 4: List six criteria for designing good cross-validation rules. 3

4 Agenda Cross-validation Rules Overview Introduction Chart of Accounts Basics Cross-validation Rule Setup Defining and Creating Your Rules Optimizing Cross-validation Rules Chart of Accounts Design Logical Ranges Data and Information Segmentation 6 Criteria for Designing Good Cross-validation Rules 4

Introduction: Finished but not Done : Transformation Software for E-Business Suite Company Overview: Established 2006 Helene Abrams, CEO eprentise Can Consolidate Multiple EBS Instances Change

5 Introduction: Finished but not Done : Transformation Software for E-Business Suite Company Overview: Established 2006 Helene Abrams, CEO eprentise Can Consolidate Multiple EBS Instances Change Underlying Structures and Configurations Chart of Accounts, Other Flexfields Inventory Organizations Operating Groups, Legal Entities, Ledgers Calendars Costing Methods Resolve Duplicates, Change Sequences, IDs Separate Data So Our Customers Can: Reduce Operating Costs and Increase Efficiencies Shared Services Data Centers Adapt to Change Align with New Business Initiatives Mergers, Acquisitions, Divestitures Pattern-Based Strategies Make ERP an Adaptive Technology Avoid a Reimplementation Reduce Complexity and Control Risk Improve Business Continuity, Service Quality and Compliance Establish Data Quality Standards and a Single Source of Truth 5

6 Chart of Accounts Basics Accounting Flexfield Structure in E-Business Suite Segments Values Code combinations Segments (or Dimensions) Values Company Business Unit Cost Center Region Account East West 2222 Code Combination A cross-validation rule determines and controls the valid segment values that may be used in conjunction with values in other segments. 6

7 Setting Up Cross-Validation Rules 1. A Cross-validation rule applies only to a single chart of accounts structure or accounting flexfield 2. Cross-validation rules only work on data entry (and for the first time a combination is used) 3. Cross-validation rules have no impact on code combinations that are already in use Important to design and set up your cross-validation rules before entering transactions 4. Set up rules by defining valid combinations in the Define Cross-validation Rules form 7

8 Creating Cross Validation Rules Define the Goal Limit vs. Allow Limit Prevent certain chart of account segment values from being used in conjunction with specific values in other segments. Example: Prevent accounts from being used with departments Allow Only permit certain values to be used under certain matching conditions. Example: only department 7640 may be used with any product line that begins with S What s the difference? Nothing the logic is the same. By allowing only certain values, you are really just limiting all the rest of the values. Even so, it s good practice to think about the rules as limiting or allowing in order to get a better grasp of what values or rages need to be included and excluded. 8

9 CVR Elements (or Statements) The first part of setting up your rule is defining the cross-validation rule elements, or statements. Include element First create an Include element that includes the entire range of values for each segment. Every cross-validation rule must include at least one Include element. Exclude element(s) Next create any necessary Exclude elements that place limits on the values that can be used. Exclude elements override Include elements. Always start with a global inclusion then move on to exclusions. 9

10 Cross-validation Errors A cross-validation error occurs when a user inputs an invalid segment value based on the Exclusion elements of existing cross-validation rules. As with any application, handling errors efficiently allows the user to get back up and running with minimum of wasted time and effort. Determine your error segment This is the segment that will receive the focus of the cursor upon an error, so choose the segment that will most likely be causing the error Define your own error messages Short, concise messages that briefly explain the problem and suggest a fix are best. For example, You have entered an incompatible business unit/account combination. Please re-enter. 10

11 Example COA Structure & Values We ll use the following five-segment Accounting Flexfield in the examples that follow: Example Values Company Department Account Product Line Intercompany 3 digits Numeric 4 digits Numeric 5 digits Numeric 3 digits Alphanumeric 3 digits Numeric 001 US Holding 1010 Administrative Revenue C99 CPUs 001 US Holding Co Co 010 ABC Hard 5042 Consulting Liabilities D47 Internal 010 ABC Drives, Ltd. Hard Solutions, drives Ltd. 320 DEF Systems, LLC 731 GHI Enterprises, Inc Repair and Maintenance- Internal Hard Drives Expenses Replacement parts for Internal Hard Drives 2020 Finance Sales - Hardware M50 Memory 320 DEF Systems, LLC S10 Installation Services 731 GHI Enterprises, Inc. 11

sheet department values between 1000 and 1999.

12 CVR Example 1 Goal Prevent revenue account values between and from being used with balance sheet department values between 1000 and Elements: Global Include, single Exclude Error segment: Department 12

CV_REVENUE_001: Please choose a valid department outside of 1000-1999 for revenue account Department 1000

13 Defining Rules in the Form General Ledger General Ledger General Ledger General Ledger CV_REVENUE_SEGMENT No revenue accounts between and for balance sheet departments between 1000 and 1999 CV_REVENUE_001: Please choose a valid department outside of for revenue account Department Include ZZZ.999 Exclude ZZZ

14 CVR Example 2 Goal Only department 7640 is permitted for use with any product line that starts with S. Elements: Global Include, three Excludes Error segment: Department This exclude statement prevents the departments above below 7640 from using any product line that starts with anything below above S: 14

15 CVR Implications on COA Design Out of Range Cross-validation rules can get messy if your chart of accounts values are not organized in logical ranges. Rule elements are much more complex due to the inability to rely on value ranges for exclusion Example Goal: Prevent revenue account values between and from being used with any department values other than the following 5 values (we ll begin with the familiar global Include element):

CVR Implications on COA Design Example Goal: Prevent revenue account values between 30000 and 40000 from being used with any department values other than the following 5 values

16 CVR Implications on COA Design Example Goal: Prevent revenue account values between and from being used with any department values other than the following 5 values (we ll begin with the familiar global Include element): This statement prevents all departments greater than 3001 and less than 5057 from being used: 16

17 CVR Implications on COA Design 17

18 Best Practices Trying to include more than two segments in a cross-validation rule is too complex and leads to even more required Exclude elements. Soon, you re at thousands of rules to maintain It s easy to steer clear of this problem by adhering to best practices when designing your chart of accounts Ranges One type of data in one (and only one) segment Similar data in only one segment 18

19 Maintaining Your CV Rules and Valid Combinations Review existing key flexfields when you update your crossvalidation rules to maintain consistent validation. Regardless of your current validation rules, GL accepts a key flexfield combination if the combination already exists and is enabled. Maintenance Suggestions: Decide upon your cross-validation rules when you first set up your key flexfield structure. Review existing combinations and disable any combinations that do not match the criteria of your new rules. 19

20 Available Reports Reports for Checking Cross-validation Rules: Cross-Validation Rule Violation Report This report provides a listing of all the previously-created flexfield combinations that violate your cross-validation rules. You can also choose to have the report program actually disable the existing combinations that violate your new rules. Cross-Validation Rules Listing Report This report lists all the cross-validation rules that exist for a particular flexfield structure. This is the information you define using the Define Cross-Validation Rules form, presented in a multiple-rule format you can review and keep for your records for a given flexfield structure. 20

21 Six Criteria for Designing CVRs 1. Design your chart of accounts with cross-validation rules in mind. 2. Start Keep each values rule with in ranges include statement that includes the entire range Put of similar values. data in only one segment, and keep each segment for only one type of data 3. Limit Use each alphanumerics rule to only only 2 segments. when necessary 4. Make your error messages very descriptive so that when a user gets an error, he or she understands what changes need to be made to the entered code combination. 5. Use several simple rules rather than one complex rule. 6. Start your Cross-validation Error Messages with CV so that the user knows that the combination is failing because of a Cross-validation rule (as opposed to a security rule, or an end-dated value) when they get the error message. 21

A Roadmap to R12: Does Anyone Know the Way?

A Roadmap to R12: Does Anyone Know the Way? Oracle Apps Reimplement VS Upgrade Satish Tiwari Sr. Vice President Sakeesoft Pvt. Ltd. Vice President Development eprentise stiwari@eprentise.com Learning Objectives